Multiphase Project

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Introduction

Create and edit projects and tasks potentially requiring sales invoicing.

The multiphase project is used to manage a project, its related phases and task and to populate the related sales invoices. The following aspects are monitored for projects:

• the cost overview: based on the planned cost overview entered in the multiphase project once documents are created referencing the project, the actual cost can be compared with them.
• the schedule: based on planned start dates and end dates the progress of the project can be monitored.

From the multiphase project screen, sales orders are generated at the end of each completed phase.

Multiphase Project

Create and plan a multiphase project.

The fields that are displayed on the screen:

• Organization: organization of the project
• Search Key: field used to easily filter records
• Name: name of the project. The name has to be unique between Service Projects and Multiphase projects.
• Summary Level checkbox: discard, has not been developed
• Current Phase: field to manually keep track of the current phase of the project
• Starting Date: start date of the project
• Planned End Date: scheduled end date of the project
• Real End Date: actual end date of the project
• Description: note field
• Sales Representative: sales contact related to this project
• Person in Charge: project manager

In the Amounts section:

• Legally Binding Contract checkbox: discard
• Service Revenue: expected revenue for services (consulting)
• Planned Expenses: expected expenses
• Services Provided Cost: expected internal cost of the services (labour x hours x cost)
• Outsourced Cost: expected cost of services executed by third party
• Total Service Cost: populated information of the Services Provided Cost + Outsourced Cost
• Reinvoiced Expenses: defaults to the planned expenses, but can be overwritten by the actual amount that will be invoiced to the business partner
• Planned Service Margin %: populated information with the profit or loss percentage on the services: (Service Revenue - Services Provided Cost - Outsourced Cost) x 100/Service Revenue.
• Planned Expenses Margin %: Populated information with the profit or loss percentage on the expenses: (Reinvoiced Expenses - Planned Expenses) x 100/Reinvoiced Expenses.

In the more information section:

• Business Partner: the customer that is being charged for the project
• Partner Address: address of the business partner
• User/Contact: user working for the business partner
• Order Reference: reference number of the business partner to appear on the sales order
• Payment Method: payment method of the business partner to appear on the sales order
• Payment Terms: payment terms of the business partner to appear on the sales order
• Price List: price list related to the business partner
• Currency: currency related to the business partner
• Warehouse: warehouse used to ship to the business partner
• Set Project Type button: to select a project type in order to copy the phases and tasks from that particular project type to the multiphase project. Based on the durations of the phases and tasks in the project type, the starting date and end date on the multiphase project are overwritten.
• Change Project Status button: to change the status of the project. The statuses of the multiphase project are:
  • Open: initial status, comparable with the status draft on other documents.
  • Order: status to indicate that the sales orders can be generated.
  • Order closed: final status of the project. When changed to this status, the Real End Date field information gets automatically populated with the system date. Once the project status is Order closed, the project can not be opened again.
• Copy Details button: the project phase(s) and project task(s) information from another multiphase project is copied.

Project Phase

Define the invidual phases of this project.

The following fields are displayed in this tab:

• Sequence Number: numbering of the entered lines. By default 10,20,30,..etc.
• Name: name of the phase.
• Product: product or service that is sold in the phase.
• Quantity: quantity of the product to be sold in the phase.
  • Note: Above fields are copied from the Project Type if the Set Project Type functionality is used.
• Net Unit Price: when filled out, this is the new unit price that will appear for the phase on the sales order, thus overwriting the price list net unit price.
• Starting Date: planned starting date of the phase
• Planned End Date: planned ending date of the phase
  • Note: Starting Date and Planned End Date of the phase are calculated based on the start date and the Standard Duration in Days defined in the Project Type if the Set Project type functionality is used.
• Ending Date: actual ending date to be filled out manually. This date does not get populated when selecting and saving the Phase Complete checkbox.
• Phase Complete checkbox: to set the phase to complete. In order to set the phase to Phase Complete, it is not mandatory that the task(s) related to this phase are set to complete first.

In the More Information section:

• Price ceiling checkbox: discard
• Contract Amount: discard
• Sales Order: one the sales order for the phase has been created, the number appears in this field.
• Create Sales Order from Project Phase button: to create a sales order upon completion of a phase. From the sales order a sales invoice is created to document that the customer has to pay for the executed work on the project.

Project Task

Define the individual tasks needed to complete this phase of the project.

The following fields are displayed in this tab:

• Sequence Number: numbering of the entered lines. By default 10,20,30,..etc.
• Name: name of the task
• Product: product or service that is sold related to this task.
• Quantity: quantity of the product to be sold for the task.
  • Note: Above fields are copied from the Project Type if the Set Project Type functionality is used.
• Net Unit Price: when filled out, this is the new unit price that will appear for the task on the sales order, thus overwriting the price list net unit price.
• Starting Date: planned starting date
• Planned End Date: planned ending date
  • Note: Starting Date and Planned End Date of the task are calculated based on the start date and the Standard Duration in Days defined in the Project Type if the Set Project type functionality is used.
• Ending Date: actual ending date to be filled out manually. This date does not get populated when selecting and saving the Task Complete checkbox.
• Task Complete checkbox: to set the task to completed.

In the More Information section:

• Price Ceiling checkbox: discard
• Contract Amount: discard

Full list of Multiphase Project window fields and their descriptions is available in the Multiphase Project Screen Reference.

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